Event Deposits
To add a deposit if the guest is present using the Pin Entry Device or PED machine:
Select Billing Tab > Deposits section > Pay Via Chip and Pin.
- Select the correct Payment Device from the drop down.
- Enter the amount.
- Click on Take Deposit.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will add to the Event.
If a refund is required due to cancellation or any other reason this can be processed:
Select Billing Tab > Deposits section > Refund (next to the transaction).
- Select the correct Payment Device from the drop down.
- The amount populated will be the total of the deposit previously taken.
- Click on Refund
This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and post onto this section.
Delegate Deposits
To add a deposit if the guest is present using the Pin Entry Device or PED machine:
Select Delegates Tab > New > Complete the guest details > Save > Deposits > Pay Via Chip and Pin.
- Select the correct Payment Device from the drop down.
- Enter the amount.
- Click on Take Deposit.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the deposit will add to the delegate booking.
If a refund is required due to cancellation or any other reason this can be processed:
Select Delegates Tab > Edit > Deposits > Refund (next to the transaction).
- Select the correct Payment Device from the drop down.
- The amount populated will be the total of the deposit previously taken.
- Click on Refund
This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and post onto this section.
Check In, Event Billing & Check Out
Pre-authorisation
Pre-authorisations can be added to an Event Bill either during the Check in Process or when the Event has been checked in.
Upon check in on the check in confirmation page you will see a section for Pre-Authorisation.
- Click Add Pre-Authorisation.
- Select the correct Payment Device from the drop down.
- The Amount auto generated is the Remaining Balance plus 15%, you can change the amount by clicking on the amount and over typing.
- Click on Authorise.
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the Pre-Authorisation will add the details to the Pre-authorisation section and will also be visible inside the Event Bill.
Please note if you use the Room Balances report for credit limits you will still need to manually enter the amount onto the Event.
Take Payment
If no Pre-Authorisation is present on the Event bill, a payment can still be taken.
- Click Make Payment (it will show No Pre-Authorisation Found and a GuestPay section).
- Select the correct Payment Device from the drop down.
- Enter the correct amount if payment is being taken in advance, on checkout the amount will populate with the remaining balance.
- Click on Take Payment
This will communicate to the PED machine selected, where the guest will populate their pin and if successful the payment will add to the Event bill.
Top up
You can Top up a Pre-Authorisation if the Event balance is more than the initial Pre-Authorisation held.
In the Event bill in the Pre-Authorisation section:
- Click Top Up.
- Select the correct Payment Device from the drop down
- Enter the amount you wish to top up by and not the full amount required.
- You are able to see the amount of the current pre authorisation and once you enter the top amount it will show you the total amount that will be held.
- Click on Top Up.
This will communicate to the PED machine selected, the guest does not need to be present for a Top Up, and if successful the Pre-Authorisation will update the amount within the section in the Event bill.
If the Top Up is unsuccessful it could mean that the guest does not have the funds required on that card, you will need to put together your own process on how to deal with this situation.
Completion
The Pre-Authorisation can be completed upon to pay the Event bill upon check out.
To complete on a pre-authorisation:
- Click Make Payment
- In the Pre-Authorisation section, this will populate the balance owed by the guest.
- Please note if the amount owed is higher than the pre-authorisation taken you will have to top up the amount first before using the completion button.
- Select the correct Payment Device from the drop down
- Click Complete
This will communicate to the PED machine selected, the guest does not need to be present for a Completion, and if successful the Completion will process and the payment will post onto the Event bill.
Release
If a guest has made a payment using a different card or via another paytype than the one used for the Pre-Authorisation, it is vital that the funds get released.
Releasing funds if required should be done prior to checking out the Event.
Within the Event bill, under the pre-authorisation section:
- Click Release
- Select the correct Payment Device from the drop down.
- Click Release.
This will communicate to the PED machine selected, the guest does not need to be present for a Release, and if successful it will start of the process if releasing the funds back to the guests account.
The time frame varies depending on the guest’s bank, ranging from 7-30 working days.
Refunds
If a refund is required for a payment taken during the Event this can be processed within the Event bill where the payment was posted and a refund button will be present.
- Click Refund.
- Select the correct Payment Device from the drop down
- The amount auto generated will be the full total of the payment, if you only wish to part refund you can over type the amount.
- Click Refund.
This will communicate to the PED machine selected, the guest does not need to be present for a Refund, and if successful the Refund will process and will post onto the Event bill.
Please note if a partial refund was taken and if you try to refund again it will only populate with the remaining amount.
Transaction Values
Using your Pin Entry Device or PED Machine for deposits or payments is capped at £5000 per transaction. For example if a bride is present and wants to pay a £6000 deposit, you will have to process a £5000 transaction first and then process another £1000 transaction afterwards.
Higher amounts can be taken using other methods, such as Bank Transfers or the Payment Gateway if the person is not present.